How to organise a dragon boat race

A dragon boat race needs more than boats and teams. Start by confirming the water location, permissions and safety responsibilities before you open registration. Then secure the boats, safety boat, trained supervisors and first-aid cover, followed by team assignments, competition rules and participant information. On race day, keep registration, equipment checks, weather decisions and the match schedule under one clear system so teams know where to be and safety staff can act quickly.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2 people
2
Arrange permits and notifications
2 people
3
Inform the water manager
4
Prepare safety plan
3 people
5
Reserve dragon boats
6
Reserve a safety boat
7
Assign supervisors
2 people
8
Arrange first aid staffing
9
Recruit volunteers
2 people
10
Draw up competition rules
2 people
11
Send invitations
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Create team assignments
2 people
15
Send participant information
2 people
16
Check the weather forecast
17
Print the match schedule
18
Print team and boat lists
19
Do the shopping
3 people
20
Chill drinks
2 people
21
Collect materials
3 people
22
Check route to venue
23
Inspect the site
3 people
24
Put up barriers
3 people
25
Build party tents
5 people
26
Set up tables and chairs
4 people
27
Set up the registration table
2 people
28
Set up the catering buffet
3 people
29
Connect sound equipment
2 people
30
Mark the competition area
4 people
31
Check boats and paddles
3 people
32
Prepare rescue equipment
3 people
33
Prepare first aid supplies

Event

34
Staff the registration desk
3 people
35
Receive participants
4 people
36
Distribute team numbers
2 people
37
Give safety instructions
3 people
38
Guide teams to the boats
6 people
39
Guide the start of the first race
8 people
40
Record intermediate results
2 people
41
Let teams exit safely
6 people
42
Refill drinks
2 people
43
Serve snacks and lunch
4 people
44
Provide coffee and tea
2 people
45
Empty trash bins
2 people
46
Inform the audience
2 people
47
Supervise final race
8 people
48
Check the winners' results
2 people
49
Present prizes
2 people
50
Serve evening catering
4 people
51
Turn on lighting
2 people
52
Escort the last visitors
2 people

Aftercare

53
Take boats out of the water
5 people
54
Gather competition materials
4 people
55
Clean up catering
4 people
56
Sort and remove waste
3 people
57
Wash dishes
3 people
58
Clean the grounds
5 people
59
Fold tables and chairs
4 people
60
Take down party tents
5 people
61
Switch off equipment
2 people
62
Return materials
3 people
63
Return rental items
2 people
64
Process lost and found items
65
Share photos and results

What to bring

Grouped the way you'd shop for it, with quantities.

Sports equipment

Dragon boatsqty 4
Backup boat
Paddlesqty 48
Spare paddlesqty 8
Life jacketsqty 60
Life ringsqty 6
Competition buoysqty 24
Mooring linesqty 8
Start flagsqty 4
Finish flag
Stopwatchesqty 4
Whistlesqty 8
Waterproof walkie-talkiesqty 8
Waterproof storage binsqty 6

Furniture

Party tentsqty 3
Beer tablesqty 8
Folding chairsqty 60
Registration desk
Stage sectionsqty 4
Waste binsqty 8

Equipment

Megaphonesqty 2
Speakersqty 2
Mixer
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 3
Power generator

Lighting

LED construction lightsqty 6
String lightsqty 6
Flashlightsqty 8

Decorations

Team flagsqty 12
Bannersqty 8
Directional signsqty 12
Bib numbersqty 60
Medal ribbonsqty 60
Winner's cupsqty 3

Tableware

Reusable drinking cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Coffee cupsqty 80
Serving plattersqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Food warmersqty 4
Gas burnersqty 2
Gas cylindersqty 2

Cleaning

Trash bagsqty 80
Cleaning clothsqty 20
Dish brushesqty 4
Bucketsqty 4
Broom setsqty 3
Foldable mopsqty 3
Paper towelsqty 12

Catering

Groceries

Tips

Begin with the water manager, permits and notifications several weeks before the race. Confirm access, launching arrangements, spectator areas and any restrictions before you commit to a date.
Write the safety plan before assigning race heats. Define who supervises the water, who provides first aid, how a rescue is called and where participants go if conditions deteriorate.
Close registrations early enough to create balanced team assignments and check dietary requirements. Send participants their team, arrival time, clothing guidance and meeting point at least 7 days before the event.
Prepare a waterproof race-control pack: printed match schedules, team and boat lists, competition rules, stopwatches, whistles and waterproof walkie-talkies. Keep spare copies in waterproof storage rather than relying on one desk folder.
Inspect the site on the day before setup is complete. Check the route, barriers, tents, power cables, lighting, registration desk and waste bins, and keep a backup boat and spare paddles ready before the first team launches.

Frequently asked questions

How far in advance should I organise a dragon boat race?: Start planning at least 8 to 12 weeks ahead. That gives you time to confirm the water location, arrange permits and notifications, reserve dragon boats and a safety boat, and recruit safety and first-aid staff before registration opens.
How many safety staff do I need for a dragon boat race?: There is no universal number; it depends on the waterway, boat count and local requirements. Set the staffing level with the water manager and safety lead before registration, and do not launch until supervisors, first-aid cover and rescue arrangements are confirmed.
When should participants receive the race information?: Send the main participant information at least 7 days before the race. Include the meeting point, arrival time, team assignment, boat details, competition rules, dietary arrangements and what happens if the weather changes.
What should I do if the weather forecast turns bad?: Check the forecast 48 hours before the race and again on the morning itself. Use the safety plan and the water manager’s decision criteria to postpone, shorten or cancel the programme, and communicate the decision to teams before they travel.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.